Adding Outlook emails to Activities

Add Microsoft Outlook emails to an activity.

Procedure

  1. Open Microsoft Outlook.
  2. Select the email from a view, such as Inbox.
  3. Click the IBM Connections tab.
  4. Click Activities.
  5. If you connect to more than one site, select a site to upload the document to.
  6. Do one of the following:
    • Click Browse to find an existing activity, then do one of the following:
      1. Select My activities and choose from the list of activities you own or are a member of. The list includes community activities.
      2. Select Search, then type characters to use to search for activities. The results include community activities.
      3. Click OK.
    • Click Create new activity, then:
      1. Type a name, tags and a goal for the activity.
      2. Optionally add a due date.
      3. Add people or communities as members with specified access.
      4. Click Create.
    Note: Creating a new activity is not available if you are connecting to a Connections Cloud site.
  7. If you are adding the email as a To Do item, by default, the task is assigned to Anyone (shared), meaning any member of the activity can perform the task, and then check it off after it is completed. To assign the to-do item to a specific member, click Choose a person, and then perform one of the following actions:
    • Standard activity:
      • To assign the to-do entry to a specific person, select Individual activity members, and then select the persons name from the list. To find people, scroll through the list of names or type a person's name into the Type to filter this list field.
      • If the activity is shared with a community, then you can assign the to-do item to a community member by selecting Community: community_name where community_name is the name of the community, and then selecting the persons name from the list.
      • If a person is a member of a group that belongs to the activity, then you must add the person as an individual activity member before you can add them.
    • Community activity to which all community members were added:
      • Select the persons name from the list. To find people, scroll through the list of names or type a person's name into the Type to filter this list field.
        If the activity has more than 500 members, you can click Next to see more names.
        Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box.
    • Community activity to which only a subset of community members were added:
      • Select Individual activity members, and then select the persons name from the list. To find people, scroll through the list of names or type a person's name into the Type to filter this list field.
        If the activity has more than 500 members, you can click Next to see additional names.
        Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box.
      • (Connections Cloud only) To assign the to-do entry to a person who is not an explicit member of the community activity, click Assign to New Member. Select a role to assign to the member that you are adding, and then begin typing the person's name or email address into the second field. As you type, a list of matching names is displayed. Click a name in the list to add that person, and then click Save. When the to-do entry is assigned to someone who is not a community member, that person is automatically added as an explicit member to the community.
      • To assign the to-do entry to a community owner, select community_name (community owners) where community_name is the name of the community, and then select the owners name from the list.
      • (Connections only) To assign the to-do entry to both community owners and individual members, select owner names from the community_name (community owners) list where community_name is the name of the community, and then select individual names from the Individual activity members list. Your selections are remembered as you switch between each list.
  8. Add a due date.
  9. Change the title, and add tags, a description, and new section.
  10. Mark the to-do item as private if you do not want other members to see it.
  11. Click Upload.
    This adds the complete email file, including any attachments, as one document.